5 Processes to Automate Right Now

Posted by Annabelle Willis on Apr 19, 2018 1:28:49 PM

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Considering we conduct almost all of our personal transactions via digital devices, it seems peculiar to come to work and deal with so much paper. However, every day we meet with businesses that are facing this exact challenge. Not only are paper processes expensive for our patience, but for our pockets and productivity too.

The U.S. Environmental Protection Agency reports that even these days, excessive paper consumption is an issue plaguing offices around the world:

  • 45% of the paper printed in offices ends up trashed by the end of the day.

  • In the US, companies spend more than $120 billion a year on printed forms, most of which outdate themselves within three months’ time.

  • More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.

For the wellbeing of your business (and the environment), it’s time to say goodbye to paper.

Fortunately, your intranet could offer an effective alternative to paper-based forms and processes. A strong intranet solution should make it easy to set up forms and workflow in minutes without the help of IT staff.

Here are five processes you could shift online with GreenOrbit (formerly Intranet DASHBOARD) today:

Vacation Request/ Annual Leave

This is one of the easiest and fastest processes to digitize, and a great first step to digital transformation. Traditionally, this process would require printing, signing and sending paper for both the employee and employer. Using Online Forms, staff can swiftly submit leave requests in seconds. Set up the form to go to the relevant manager/s for approval and once accepted or declined, the submitter will be automatically notified.

Incident Report

As much as we try to avoid them, sometimes incidents happen. Things break, things go missing and unfortunately sometimes people get injured. By lodging an incident report with an Online Form via your company intranet, you can quickly capture important information and instantly push it to the relevant contacts. Not only will this ensure quick, accurate reports- you’ll always have a record of submissions to ensure compliance and peace of mind.

Onboarding

A strong onboarding process is key to engaging new employees from the get go. In fact, O.C. Tanner research shows that 69% of employees are more likely to stay with the company for at least 3 years after a great onboarding experience.

We worked with iconic retailer Lowes to digitally transform a plethora of business processes, including onboarding. Prior to GreenOrbit, new staff were supplied with a physical, overflowing folder of paper work that they had to read and learn. This made it difficult to track compliance and to identify employees’ comprehension and understanding.

Their new intranet has enabled a complete digitization of the onboarding process, replacing the bulky ‘onboarding folder’ with an online training module and questionnaire using Online Forms, Workflow and Notifications. Now, head office can track who has or hasn’t completed training, plus monitor staff understanding of the material. In the long run, this will empower new staff to provide a higher level of operational and customer service.

Staff Training

Meaningful education within an organization is key to engaging and empowering people to do their best work. While face-to-face learning will always have its place, it isn’t always easy (or affordable) to coordinate.  Online training offers a great alternative, allowing staff to complete training when and where it’s most convenient. 

Supply Orders

Whether you work in an office, a hospital or a factory- you need supplies to do your job. Create an online form to allow staff to request materials quickly, so they have more time for the stuff that matters. Set up a monthly reminder to departments to submit supply orders so they’re never caught out without the tools they need.

By moving these five processes online, you’ll be well on your way to reducing your paper consumption, gaining productivity and some serious intranet ROI.

Financial services organization Vic Super estimate they’ve cut paper use by 30% companywide and saved their HR team more than 10 hours a week- that’s 520 hours a year that can now be focused on more strategic objectives. 

Book a demo with one our intranet specialists today to see how you can automate processes and get your organization where it needs to go.

 

Topics: challenges, digital transformation, digital workplace, education, intranet, intranet dashboard, INTRANET INSIGHT, processes, workflow

How to Spring-Clean Your Intranet

Posted by Lesley Maea on Apr 10, 2018 2:32:00 PM

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For those of us in the northern hemisphere, spring has officially sprung. The leaves are returning to the trees and the sun is staying up longer. At work, the craziness of Q1 has been and gone, and now it’s time to make sure you’re on track for a successful year ahead. And where better place to start than your intranet?

It’s the perfect time to review and reflect on how your company intranet is performing, and how you can make small changes to improve it. An intranet spring-clean doesn’t need to be a huge undertaking- even just a few simple changes could be transformational for your business.

Investigate

First things first, you’ll need to establish what is and isn’t working within your site. Consulting both qualitative and quantitative data will provide you with a strong basis to implement people-centric changes. So, it’s time to put your detective hat on and find out what your staff really think about their intranet.

  • Survey - Create a survey to gauge what your employees love and the stuff that needs some work. Ask a range of open and closed questions regarding the site structure, the content, the effectiveness of tools and the outcomes they facilitate. Do they actually enjoy using the intranet? Is it making their life easier?

  • #Channel- GreenOrbit #Channels are activity feeds based on the topics of conversation that matter to your business. Create an #IntranetFeedback channel so that staff can post their experiences and ideas, when and where they arise. This is a super simple way to receive feedback from employees that can be incredibly effective. When it’s time to spring-clean, you can simply visit the #Channel and review the contributions that are already there.

  • Intranet Analytics - Validate your employee feedback with some cold hard facts. Which pages are being viewed the most and least? What does the overall site traffic tell you?

Review

Now that you’ve done your research, it’s time to put it to good use. Revise your intranet strategy and KPIs and adjust accordingly. Establish priority tasks and how they will be completed. Once you know ‘what’, move on to the ‘who.’ Who will be responsible for which tasks? Who will need to manage the new content moving forward?

This phase will include removing the redundant intranet content. If you have an existing policy regarding the deletion of digital assets then you’ll obviously need to follow this. If not, archive the old content initially to ensure no information is lost before there is an approved plan in place.

Get Inspired

A large body of the work will come from improving existing items and simple changes- which is great. But don’t forget to be bold. Come up with one exciting, innovative idea that’s going to give your intranet the X-factor and engage users. It might be the introduction of a monthly CEO Podcast, an employee recognition initiative or a mindfulness campaign. Get creative!

Plan Your Maintenance

With your spring-clean complete, you’ll need to figure out how you’re going to keep things tidy. If you don’t already have a maintenance plan in place, schedule how often you’ll need to conduct reviews, analyse stats and meet with your team. By having your #IntranetFeedback channel in place, staff can always contribute their ideas to help continue to improve your site.

By following these simple spring-cleaning tips, your employee intranet will be flourishing in no time. Don’t forget, GreenOrbit customers receive a free intranet health check each year and there’s no better time to use it than now! 

Not using GreenOrbit yet? No worries. You can make a time to speak with one our GreenOrbit Intranet Specialists to discover the benefits for yourself.

Topics: digital workplace, education, HOW TO, intranet, intranet dashboard, Planning

My Mum & Dad’s House

Posted by Connie Pandos on Aug 3, 2016 3:44:40 PM

 

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Mum recently had surgery. Before heading home Mum and Dad’s house required reorganization to make it more comfortable, practical and safe.

I decided to tackle this rather daunting task in the same way I would conduct an Information Architecture project for an intranet. I consulted with all stakeholders: doctors, physiotherapist, occupational therapist & GP who contributed valuable information and helped define the requirements.

This is a 35-year old family home where my parents raised their children, celebrated many occasions, toiled and created a beautiful & bountiful garden, and cooked and shared hundreds of meals with family and friends.

I had to now sort out this house full of STUFF:

  • Practical stuff
  • Extra stuff (that belongs to my sister and I)
  • Once upon a time stuff
  • Use occasionally stuff
  • Memories stuff
  • Other stuff

OBJECTIVES

To allow them to continue to live happily in the home they love. To simplify, reorganize & declutter their house. To make their house more relevant for their lives and needs today; and to make it easier for them to live in their home.

CHALLENGES

They refuse to move to a smaller more relevant house – I had to make this one work.

Mum now needs a walker to move around, she cannot go upstairs to her bedroom, she cannot bend, she needs hand rails, and Dad needs a dedicated home office because he manages her care and the home.

RISKS

Mum does not like change – relearning is not easy even if it is better.

CARD SORTING

The first thing I did was I emptied all the cupboards onto the floor and sorted. I clustered the like items with each other, I created logical groupings, dinner plates all together, pots and pans in a group, glassware in lots etc. I removed unnecessary duplicates and threw out broken or lone teacups and saucers. I did 4 x car load trips to the Opportunity Shop of mainly clothes and linen.  It’s a big house.

LAYOUT & DESIGN

I assessed rooms and their function, I considered layout and location of furniture, I reviewed the relevance of appliances and whether they were safe/practical.

I drew a plan of the new layout & design. I hired a couple of removalists for the day. They moved stuff around, they took stuff away.

The lounge room is now Mum’s bedroom, a chest of drawers, a wardrobe and her bed have been relocated from her old upstairs bedroom. The old chest freezer is gone – it has been replaced with a new upright one. The cupboard under the stairs that was full of everyday stuff has been emptied and relocated to a more practical safe area in the laundry. Hand rails have been installed in the downstairs bathroom and a ramp installed at the front porch. I removed unnecessary accumulated furniture to make it easier to move around with her walker.

A lot of the stuff in their house had been in the same spot so long that it had effectively morphed into ‘wallpaper.’ I leaned in and touched this wallpaper and lifted off 3 dimensional stuff. I held books from the World Book Encyclopedia edition 1979 in my hand and realized they had to go- they no longer served a purpose. I removed these unnecessary non-functional books from the bookshelf and created shelf space to use. I decluttered and styled the house in a more minimalist and practical way to make it easier to manage day to day.

I ripped away the old wallpaper and redefined design and space.

EDUCATION & TRAINING

Mum came home on Monday. She walked around the house with her walker and re orientated herself. I made her a cup of tea and we talked. Later that day we walked around together and I showed her where things now were. I explained the logic I had applied in grouping like things together. I told her where things now were, and explained she could call me any time to ask if she could not find stuff. I assured her that nothing she needed was gone, nor was it too far from where it once was.

ENGAGEMENT & USER TESTING

Mum liked some of the changes, others things she was not so happy about. Mum smiled and frowned and later that day, after I had gone home, she called and complained. This is a difficult time, it very uncomfortable for her – she feels disorientated and her home feels different, but she understands it’s all for the better.

Again, I explained why things needed to change, I explained to her that the needs she now has have defined this whole re organisation. Mum is slowly accepting her physical state, the need for the house reorganization and for the improvements that have happened.

It’s now a lot easier to have a shower, it’s a lot easier to cook a meal in the kitchen, it’s much easier to get to the pots and pans, and Dad loves having his own home office. It’s going to take time for her to settle into the new improved home– I need to continuously reassure her. Like rebuilding an intranet; it takes time, it takes consideration, and it takes some ruthlessness. But in the end, to have somewhere that serves you exactly as you need makes our lives better, and is so worth it.

Now to deal with my own cupboards…

The GreenOrbit team will get you up and running in no time - with a digital workspace that drives productivity and takes you where you need to go - see how.

Topics: challenges, content, Design, digital workplace, education, Information Architecture, intranet, INTRANET INSIGHT, layout, organising, Planning, risks, training, user engagement, workplace

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